A Word From Our Principal
Dear Staff Member,
A special word of welcome to you. As a Christian College and community, we believe that your being with us is a part of God’s purpose for your life as well as a part of God’s purpose for our ministry in Christian Education at Providence Christian College.
Our Vision Statement directs us to ‘…develop people of influence who engage life from a Christian worldview.’ As a College, we are committed to ‘doing life’ in a manner that reflects well on our Lord and Saviour so that we can aspire to be living examples to our students. Our Vision Statement further directs us to ‘… provide (our students) with the skills to succeed in their life and calling.’ A commitment to high expectations of ourselves that, in turn, reflects the high expectations that we have of our students, is a prerequisite for success at Providence. We need to ensure that our teaching challenges our students to use all of their God-given talents to the best of their ability. In order to achieve these goals it is important that we all commit to forging strong, resilient relationships with all in our community – fellow-staff, parents, but most particularly, our students. We take Jesus as our role-model in this – He provides us with many lessons and examples of relationship in action throughout His life here on earth.
This Handbook is designed to assist you as you settle into your new environment. Inasmuch as the College is a dynamic environment, so this document will be subject to change from time to time. Take time to acquaint yourself with its contents and use it as a resource when you need clarification on any particular issue. Remember that the College Leadership Team and your fellow-staff-members are also dedicated to assisting you in your ministry at Providence – always feel free to ask!
May you be a blessing to our College community and in turn, yourself, be richly blessed, as together we strive to build God’s kingdom at Providence.
Aligning with the Providence Culture
All Staff are expected to take ownership of, and live out, Providence Christian College’s Core Purpose, Core Values, Vision Statement, Mission, Aims and Goals. Each of these statements reflects the underpinnings of the culture that has evolved and exists at Providence Christian College. Everything we do should be done in such a manner that it embeds these statements more deeply into our culture.
Education under the Lordship of Christ.
Providence Christian College seeks to develop people of influence who engage life from a Christian world-view, providing them with the skills to succeed in their life and calling.
The learning community of Providence Christian College endeavors to seek first the Kingdom of God and provide an environment where:
Members are encouraged to value and engage in learning.
Members are encouraged to achieve their full spiritual, intellectual, physical, emotional and social potential.
The special gifts bestowed upon our members are identified and developed for service.
The curriculum is presented from a Biblical perspective.
Christian faith and discipleship are nurtured.
To offer a quality education where students learn the importance of academics, a balanced spiritual life, and self-discipline.
Please take the time to read the following from the College Website:
Our Board (to be updated)
Our Themes (to be updated)
All staff, regardless of denominational background or preference, must adhere in their teaching to the Statement of Faith as outlined on the College website. If you have any questions regarding what may or may not be appropriate please refer them to the Principal. Our students come from a wide range of denominational backgrounds and sensitivity is required when dealing with certain issues.
Providence Christian College is a ministry of Thornlie Church of Christ that grew out of a vision, held by members, to establish a Christian school based on Christian principles. The goal of the College was and is to offer a quality education where students learn the importance of academic performance, a balanced spiritual life and self-discipline. It is from this that we derive our motto, “Learning for Life”.
Founded in 1984, the College has become an interdenominational Christian College that provides a complete education from Kindergarten to year 12. The College aims to produce high caliber graduates and through its commitment to individualized pastoral care and the learning needs of its students, has built a reputation for excellence.
The College is affiliated with Christian Schools Australia, a national association of Christian schools that provides fellowship, support, and advocacy for member schools. CSA member schools provide an education that seeks to establish in students a practical understanding of how the Christian Faith applies to life, through the integration of Biblical teaching in the curriculum.
The College is also affiliated with the Association of Independent Schools of Western Australia (AISWA) who provide independent schools with representation and support across a diverse list of areas.
The College aims to be a close-knit community and our partnership with parents helps to build and maintain a joint commitment in offering students the best possible educational opportunities.
We recognize that an effective partnership with the family is necessary to ensure success in achieving our objectives. To this end, parents are encouraged to participate in the life of the College in a number of ways including helping out in the classrooms; supporting College activities and Parents In Action; joining the College prayer group; providing opportunities for work experience placement; attending school assemblies; or volunteering to help on school excursions just to mention a few.
We hope parents will see the College as a place where they are welcome to share and participate in the life of the community.
A Board of Governance
The role of the Board – Governance
Governance is the process by which the Board ensures that the organization is well managed without itself doing the managing. Governance entails the setting of direction, monitoring of achievements, overall performance, stewardship of the college assets and resources and overall control and accountability.
Governance and management are separate but interdependent roles, the Board’s concerns being ends to which the College is managed, and management’s concerns being the most appropriate means of achieving these ends. Management cannot be expected to manage effectively unless it receives clear direction from the Board about the ends to which they are required to manage.
As part of its function, the Board has resolved a Strategic or Long Term Plan for the direction of the College and identified a framework and priorities for achieving the desired ends. The Board has also generated policies which describe actions that are or are not, to be carried out by the College staff or students, so providing direction, boundaries and accountability. Policies may be on two levels either Board-level or Management-level Operational Policy.
The Leadership Team
Principal Bill Innes
Deputy Principal Mike Kingsford
Business Manager Stuart Hunter
Head of Secondary Helen Balding
Head of Primary Matt Splatt
Parents of Providence (PoP)
The Parents of Providence is the College parent support group and as such seeks to provide support for the staff and College community in a number of areas. These include; prayer, classroom support, fundraising and community event organization. While the organization is run by parents your support and attendance at events and meetings is encouraged.
Requests for financial support for specific purposes are to be directed to the Leadership Team via the Business Manager. Decisions on financial support will be made in conjunction with the Parents of Providence Committee. You should also note that all issues pertaining to fundraising MUST be presented to the Principal who will liaise with the PoP and the Leadership Team for approval before proceeding.
Staff Employment Information
As a member of the teaching staff, it is important that you understand you are part of a team. To this end, you should familiarise yourself with your role in the College and your responsibility to others on the College staff. Staff members will receive a Job Description on appointment.
Code of Conduct
All staff must be familiar with the Staff Code of Conduct and must complete a RUQ (Read & Understood Questionnaire) as part of the staff induction process. The Deputy Principal oversees this process.
Letter of Appointment
On appointment each member of staff will be forwarded a Letter of Appointment. This letter will include the following details:
Position, Commencement Date, Full Time Equivalent, Salary, details of any other Allowances paid and the name of the relevant Industrial Award.
The following documents also form part of the employment agreement: Terms and conditions of relevant Award and Staff Handbook.
The documents listed above can be found on the College Intranet Site.
The Letter of Appointment is to be signed to indicate acceptance of the offer and returned to the Business Manager.
Change of Details Procedure
Staff members are required to advise HR (HR@providence.wa.edu.au) of any changes to their personal details via email as soon as this information is known. This includes address, phone numbers and any other relevant details. HR will update the staff record in MAZE. If the staff member is also the parent of a student, this information will be forwarded to Student Services to allow them to update the student records within MAZE. Changes to financial details should be provided to the Finance Manager (David Field).
Staff are required to be familiar with and abide by the College policies and procedures. These can be found on the Staff Intranet in ‘College Policies & Procedures’ and ‘College Documents‘.
Of particular importance are the Child Safety and Wellbeing Policy, Christian Expectations Policy, Grievance Policy, Character Development Policy and the Bullying Policy.
Confidential information may be disclosed to you to enable you to discharge your duties and responsibilities at the College. You must keep confidential and not to disclose to any other person any information which comes to your knowledge concerning the affairs of the College or families and students affiliated to the College. All confidential information and knowledge gained by you in the course of your employment remains the property of the College and is under no circumstances to be disclosed to third parties. For further details see the Staff Code of Conduct
Staff are not permitted to make any comment whatsoever regarding the affairs of the College to any television, radio, or newspaper employee, without prior approval from the Principal.
Signing Authority – Waivers/Disclaimers/Contracts
The only people authorised to sign disclaimer, indemnities and other contractual information on behalf of Providence Christian College are the Principal and the Business Manager.
When organising an excursion, activity, event, camp or retreat please ask the supplier if the College is required to sign a disclaimer, indemnity or other contractual information. If so, please request that it be sent to the College prior to the date of the excursion, activity, event, camp or retreat so the Principal or Business Manager can review the documentation.
Under no circumstances are Staff to sign a disclaimer, indemnity or other contractual information on behalf of Providence Christian College.
All staff are to adhere to professional standards of dress appropriate to the position held.
When thinking about what to wear, please remember that students are required to wear College uniform neatly and correctly at all times and your example is important in reinforcing this expectation. Please read the Staff Uniform Policy for details and expectations.
Duty of Care
The term ‘duty of care’ is a legal concept that defines the duty a person has to take reasonable care towards others in order to protect them from any known or reasonably foreseeable risk of harm and/or injury. The College has a responsibility to take all reasonable care to ensure that it employs competent teachers and provides safe premises. The teacher owes a duty to students to take reasonable care to protect them, from all known or reasonably foreseeable risks, harm and/or injury. Responsibility for the welfare and safety of students lies with the College through all staff at all times while the students are in its care. This includes off-campus excursions. Duty of care can be transferred to non-teaching staff, volunteers and external providers under certain circumstances. Please read the Duty of Care Policy for details and expectations.
Staff Security Clearances
All staff at Providence are required to obtain and maintain current certification under the Working with Children guidelines and provide a current National Police Check (no more than 3 months old). All Teaching staff at Providence are required to be registered and financial members of the TRBWA.
Staff Identification Badges
To assist both students and parents in identifying authorised personnel, all staff are required to wear a College name badge. While we understand occasional lapses the College requires that you make a habit of wearing the badge whenever you are on campus during teaching hours.
The following information is kept on record:
- Initial application
Contract of employment
Correspondence relating to the employee
Record of salary and leave earned
Overtime Policy for Non-Teaching Staff
All overtime for Non-Teaching Staff must be pre-approved by the Business Manager.
A record of overtime will be kept by the Finance Manager and is available to be taken as time off in lieu or paid out.
Overtime represents work performed other than normal duties of your role or where you are asked to perform normal duties of your role with reduced deadlines.
As per the Staff Addendum to Agreement document all Administration Staff will be expected to assist at, and support, the various College activities that occur outside of normal College hours such as Parent Information Evenings, Open Days and other marketing activities.
Leave & Absence
Absence (Unplanned Leave)
An absence should be recorded in ems360 soon as you become aware that you will be unable to attend work. ems360 will then automatically notify the Relief Coordinator but you should also either sms or email your Head of School or the Business Manager as well as your Learning Area Coordinator. If you do not receive a prompt reply from the Relief Coordinator (Wendy Brownhill – 0412 103 418) you should call or sms to ensure that your absence is acknowledged.
See the section below; ‘Planned Leave, Professional Learning & Relief Requirements’ for further details of relief requirements.
- A medical certificate must be provided to cover extended sick leave, of more than two consecutive days.
Types of Leave
There are various types of leave available to staff. Please refer to your relevant employment agreement for details.
Leave types include – Personal*/Carers Leave, Maternity/Paternity/Adoption Leave, Compassionate Leave, Community Service, Paid jury service, Time off in Lieu & Annual Leave (administration only) and Long service Leave.
*Note: Personal Leave refers to leave required to deal with urgent personal matters that cannot be dealt with outside of school hours. All other leave is to be unpaid. Dependent on circumstances the Principal may grant partial payment for unpaid leave.
Leave is generally granted as per the relevant Award stated in the Letter of Appointment. However, the following policies will override the Award provisions and the full text of the policies can be found in the Addenda to Agreement document:
Holiday Leave Policy – Non Teaching Staff – overrides Annual Leave and stand down provisions of the Providence Christian College Non Teaching Staff Agreement 2009-2012
Planned Leave requires a Leave Application Form (see ems360) to be completed and forwarded to the Head of School (or relevant Leaver Approver) at least 14 days before the event where possible, and 6 months in advance of Long Service Leave.
Where possible, please try to minimise the effect your absence will have on your students and colleagues.
Time Off In Lieu
There are times when College staff are given time off during a normal working day in lieu of time worked on the weekend; e.g. Open Day or Weekend PD days. If a member of staff works at these events but does not normally work on the day when time in lieu is provided then the staff member affected may have the equivalent time off at a time suitable negotiated with the College. This should be arranged at the earliest possible convenience.
Planned Leave, Professional Learning & Relief Requirements
All planned leave such as Professional Learning, excursions and medical appointments require approval. The Leave Application form in ems360 needs to be given to your Head of School 14 days in advance for approval. Accompanying the form must be details of Relief required.
Once approval has been given please note that your lesson plans and any duties need to be put into SEQTA Teach for the Relief Coordinator no later than two days before the leave to enable Relief to be organized.
Lessons must be explained in detail, remembering that relieving teachers do not know what you are thinking. Stating that students “know what they have to do” is not acceptable. All photocopying and texts need to be provided for the Relief teacher if known or given to the Relief Coordinator. As necessary, attention should be noted regarding students with Medical and Learning alerts, IEPs etc. These can be found in the Student Information Panel (SIP) on SEQTA Teach.
Staff are required to arrive on campus by 8:15 am and remain on campus until 4:00pm. On Fridays and Mondays staff will begin the day with Praise and Worship or Prayer in the Staffroom at 8:15am. Teachers involved in fortnightly Primary Professional Learning Teams will be required to remain on campus until 3:45pm. Variations to these times may be dependent on your role. See your Head of School or Business Manager for what is required.
If you are running late let the Relief Coordinator know. (Wendy Brownhill – 0412 103 418)
Teaching Staff should ALWAYS endeavour to be punctual to class, particularly after recess or lunch. It is a good habit to start moving when the first siren is sounded. Lead by example in this matter and remember your duty of care to your class begins as soon as the second siren has sounded.
If you need to leave the campus prior to 4pm, please discuss this with your Head of School or the Business Manager prior to departing, and ensure that you are signed out through Simple IN/OUT.
Payroll is processed each fortnight by the College Payroll Officer.
The following general policies are applied in processing payroll during payroll week:
– Processing for payroll closes at 5.00pm the Monday prior to the pay week
– The funds are credited to bank accounts on Thursday and is for the pay period ending Friday of that week;
– All changes to any payroll related details can be authorised by email,
It is good practise not to arrange for direct debits to your bank accounts to occur on ‘pay-day’ as if there is a delay in processing due to IT issues or the bank, this may cause default payments on your account in which the College will take no responsibility for staff payment defaults.
Staff Amenities Fee
A staff amenities fee is deducted each fortnight using the following scale:
– $8 per pay – Full use of the coffee/hot chocolate machine plus tea, coffee and milk (for Full Time staff)
– $4 per pay – Full use of the coffee/hot chocolate machine plus tea, coffee and milk (for Part Time staff)
– $4 per pay – Tea, coffee, milk and milo (for Full Time staff)
– $2 per pay – Tea, coffee, milk and milo (for Part Time staff)
Staff can pay for attendance at College events such as Drama Performances, Valedictory Dinner, College Senior Ball and the End of Year Function by sending an email to the College Payroll Officer authorising the deduction from their next pay.
Salary Packaging is administered by a third party provider. Details can be obtained from the Finance Manager.
In the event that a member of Staff is injured at work, it must be reported immediately to the Business Manager. Claim forms can be obtained from the Business Manager; they should be completed as soon as possible and returned. (See also Incidents, Accidents & Hazards)
Termination Property Requirements
On the termination of your employment, you will deliver to the Principal (or designated person) all confidential information, intellectual property and other property of the College in your possession at the date of the termination or as otherwise instructed.
Teacher Information & Expectations
Programming is an important responsibility for every teacher, thorough planning and accurate record keeping not only help to make your work easier but are also an important accountability requirement.
Your position of responsibility requires you to demonstrate your attention to the curriculum requirements of the year levels / subjects you are teaching.
You should be able to demonstrate the systematic progress of each student in your class through your programmes of work and must keep accurate records of attainment and assessment of each student for this purpose. The College uses SEQTA Teach to facilitate these important processes and all teachers receive training to help them with their use of SEQTA.
Every teacher is required to:
– Prepare an overview for the year in each subject taught. This is to be made available to parents & students who have access through SEQTA Engage and SEQTA Learn.
[Details of expectations, which may vary from year to year, can be found on SEQTA Teach on the Welcome page by selecting Providence Links].
– Complete programming for each term prior to commencement of the term and submit the completed programmes to your Head of School (and/or their delegated Curriculum Leader) on or before the date designated for this purpose each term. (Teachers may use a professional diary or digital equivalent) to support their work that must be made available on SEQTA).
Programmes should contain:
– a clear statement of outcomes
– week by week content
– resources and reference material to be used
– evaluation procedures planned for the assessment of a unit of work.
– tasks, teaching material related to Biblical Perspective as much as possible
– evidence of complying with Providence whole school curriculum planning.
Teachers use SEQTA Teach (and can ask to be issued with a Teacher’s Professional Diary (or may use an approved digital equivalent)) for daily lesson planning. This should be completed with sufficient detail to allow others to present your lessons should you be absent for any reason. Apart from this obvious requirement, it is self-evident that thorough and careful planning will make your teaching more effective.
Presentation of Work
Students are expected to use their God-given talents to the best of their ability in all aspects of College life. Therefore teachers should expect high standards of presentation of all student work. Students should be taught to draw margins, neat, labelled diagrams, underline headings and sub–headings, name all work, write neatly and generally take pride in their work. This is to be the overall standard in the College. Staff should set the example by keeping accurate and neat programmes, diaries, rolls etc.
All Students who are under the care of DCP must have an Individual Education Plan (IEP). Details of all IEPs must be stored on SEQTA.
Duties Other Than Teaching – DOTT
Duties other than teaching (DOTT) refers to time provided for teachers to carry out their professional responsibilities that do not involve actual teaching or supervision of a student or students. The use of DOTT time is normally at the discretion of the teacher.
When a relief teacher is not available and a Primary staff member’s DOTT time is lost, the College will endeavour to make up the lost DOTT time at a later time.
With Secondary teachers, when DOTT is lost due to being required for in-house relief, teachers will be paid after the first five modules per term.
Records of Relief are kept by the Relief Coordinator (Wendy Brownhill)
Allocation of DOTT Time
Kindergarten and Pre primary teachers – 320 minutes per week
Primary teachers – 200 minutes per week
Secondary teachers – 315 minutes per week
Activities outside of the timetable are classified as co-curricular or extra-curricular duties.
Duty Staff must carry a First Aid pouch and wear a fluoro jacket for easy identification while on duty. Staff should wear a hat if on duty in an area where the students are expected to wear one. A duty roster is issued at the beginning of each year. This is an important responsibility that must be carried out with due diligence. The teacher on duty must move around the playground and maintain a visual presence. Responsibilities include monitoring children’s behaviour, checking for unauthorised persons in the playground, monitoring safety and attending to accidents. Whenever possible duty teachers should ensure that the duty area is free of litter and have students clean up if necessary and check locks on doors and gates are secure.
● Arrive to start your duty on time and do not leave early
● If you are unable to be there for a duty please find someone to take your place
● Be vigilant about checking for students in Out of Bounds areas including classrooms.
At recess the Primary students remain seated while they eat their morning tea and do not move from the area until it is clear of litter and they are dismissed by the duty teacher.
All Primary students are to be supervised by the classroom teacher for the last ten minutes of the lunch break. During this time the students are to be seated in class groups. They are to eat their lunch with the class teacher present. The area needs to be clear of litter before being dismissed by the teacher.
Activities that are required (compulsory) for the completion of employment duties. These may be within or outside normal timetabled teaching and may or may not include the supervision of student/s. These activities include: Staff Meetings, Awards Nights, Parent/Teacher nights, Sporting Carnivals, in-school staff PD days, Retreats, CSA Conference, Open Day, Parent Teacher Interviews, Year 12 Mentoring System (Secondary), 40 hours of Tutoring (Secondary) per annum and Curriculum Specific Activities.
Attendance is at the discretion of the staff member for activities that are additional to the normal curriculum and usually outside of normal work hours and may or may not include the supervision of student/s. e.g Drama performances, Music Evenings, Art Exhibitions etc. Staff are encouraged to attend these activities as a show of support for their students, colleagues and the College community.
The College encourages these activities as they are a most valuable learning experience for students.
Please be familiar with the policy and the procedures relating to excursions and use it to plan all excursions, incursions, camps and tours.
Note: Only excursions, incursions, camps and tours planned according to College Policy & Procedures will be permitted.
Safety and Risk Management
All activities contain some level of risk. Some activities will have a risk level much greater than others. It is essential that all adults involved in the excursion have an understanding of the level of risk and are able to manage the risk at a level commensurate with the ability of the students and the area in which the excursion is to be held.
You should follow the 3 point ‘SAM’ approach suggested by Work Safe for ensuring safety:
➢ Spot the HAZARD;
➢ Assess the RISK; and
➢ Make the CHANGES necessary.
As a general rule you should plan no more than one excursion per semester per class (secondary) and one excursion per term per class (primary). Parents must be given at least two weeks advance notice of all excursions and an approximate cost if any. Try and plan excursions for the semester and advise parents in the first few weeks of a new term.
Avoid booking excursions that will clash with assemblies and other College activities. Always check bus availability PRIOR to booking venues etc.
Complete an excursion application form on ems360 and submit it to your Head of School for approval. You must apply at least SIX weeks in advance of an excursion for it to be approved. To avoid clashes, Secondary School Staff must present the proposed details at a Secondary School meeting or provide the details of the excursion to all secondary staff via an email for approval by all Staff concerned.
Declaring Gifts, Benefits or Bribes
As an employee, you may be offered a gift or benefit as an act of gratitude. There are some circumstances when to refuse a gift would be perceived as rude, insulting or hurtful.
You are expected to exercise sound judgment when deciding whether to accept a gift or benefit:
- Accepting gifts and other benefits has the potential to compromise your position by creating a sense of obligation and undermining your impartiality. It may also affect the reputation of the College and its staff. You must not create the impression that any person or organisation is influencing the College or the decisions or actions of any of its employees.
- When such a gift or prize of a value greater than $100 is offered and/or accepted, in your own best interests, you should advise the Principal.
- If you are offered a bribe (i.e. anything given in order to persuade you to act improperly), you must refuse it, explain why it is not appropriate, and immediately report the matter to the Principal.
Reports & Report Writing
Reporting is an important element in the education process. School reports represent a summary of a student’s performance for the reporting semester and as such they need to be precise, clear and specific. They provide for parents essential feedback so they can assess the progress of their child and make adjustments where necessary. In addition, reports contain a diagnostic element with suggested remedial direction or focus for student guidance. This needs to be fair and constructive with due reference to the student’s abilities and circumstances.
Reporting to Parents
A Parent Information & Meet-the-Teacher Evening will be held in Term 1 for parents to meet Classroom/Form teachers and other staff working with their children. Classroom programmes, expectations and procedures should be explained to parents at these meetings.
In the Primary School an Interim Report is prepared and entered on SEQTA at the end of term one.
Junior Primary staff will prepare files of work to discuss with parents at the parent/teacher interviews.
Primary – Parent/teacher interviews are held at the start of Term 2 to discuss student progress as described in the Term 1 Interim Report.
Semester reports are prepared for the whole College at the end of Term 2.
Interviews are requested for students as a result of reports
Secondary staff will only contact parents where there is a concern about a student’s progress and discussion / intervention is required before the start of the final term.
Primary staff will prepare files of work to discuss with parents at the parent/teacher interviews.
End of year reports are prepared for the whole College.
It is important that teachers are aware of their Mandatory Reporting responsibilities. The MANDATORY REPORTING UPDATE Circular should be read and referred to as necessary.
All teaching staff must complete the Mandatory Reporting Training and those returning to teaching should complete a refresher course.
(link to: Mandatory Reporting – Online Training)
Form a Belief based on Reasonable Grounds
Unsure: “Hypothetical call” to 1800 708 704
Verbal report to MRS followed by a Written report
Written report to MRS
Receive Feedback Report and Receipt No.
Inform the principal and provide Receipt No.
Provisional Teacher Registration
Providence Christian College will encourage and assist Provisionally Registered Teachers (PRT’s) to attain full registration within the individual teacher’s first registration period. (3 years)
See the Provisional Teacher Registration Policy for details.
Administration Contact Matrix
Please refer to the Contact Matrix to ensure your queries / questions are directed to the appropriate Staff Member.
Note: Appointments with the Principal; the Registrars are responsible for the Principal’s diary, and all appointments with the Principal should be made through them.
Any relevant issue
PiA related matters
Matters relating to the Pastoral Care Teams
Approval of promotional material
|Mike Kingsford||Deputy Principal||218|
Matters relating to the Principal in his absence
Matters requiring advice/support in mediation
Matters relating to Staff Induction
Matters relating to SEQTA and ems360
Whole College Curriculum related matters
IT Committee related matters
College Newsletter/Providence Announcement Slides
|Stuart Hunter||Business Manager||205|
Maintenance matters including gardens and grounds
Hire of College facilities (eg MPH)
General HR related enquiries (contracts, variations etc)
|Helen Balding||Head of Secondary||230|
Any matter relating to the Secondary School ie. curriculum, staffing, students, parents or otherwise
Behaviour Management in the Secondary School
|Matt Splatt||Head of Primary||250|
Any matter relating to the Primary School ie. curriculum, staffing, students, parents or otherwise
Behaviour Management in the Primary School
|David Field||Finance Manager||261|
Payroll- including salary sacrifice
Tuition Fees and Charges
Monthly Finance Reports
|Lisa Rossi||Marketing Office||203|
Market research and analysis
Social Media and website content
Reception/Student Services Screen content
Direct Debit enquiries (KS/RP)
Accounts Payable (RP)
Petty Cash (RP)
Reimbursement of Expenses (RP)
|Sharon Bonnington||PA to Head of Secondary||221||Matters that have been allocated by the Head of Secondary|
|Eldre Wensley||Parent Services Officer||200|
Book appointments for the Deputy Principal
General Parent Enquiries
Administration room bookings ie. Staffroom and Boardroom
General photocopier issues and consumable replacements
Tea & Coffee refills
Admin Staff stationery orders
Deliveries – Incoming and Outgoing
Laminating & Binding procedures and consumables
|Jess Judd||Admin Assistant- Primary||306|
General Primary questions eg. excursions, assemblies
Book appointments for Head of Primary
Primary Staff stationery orders
HR Data Entry
Staff/Parent Calendar Content
|Erica Erasmus||Compliance Officer / HR|
HR Data Entry & Maintenance
PA to the Principal
Admin Support for Deputy & Business Manager
Staff/Parent Calendar Content
Arranging interviews with prospective families
Arranging and coordination information sessions – Kindy & Middle School
College Tours for prospective families
College Bus enquiries
Student number stats
Transfer notes to new schools
Federal and state census reporting
Assistance with general administration
Relief coverage at Parent & Student Services
|Jess Judd, Deb Evensen||Student Services Officer||201|
Absentee record collection, reconciliation and maintenance
Change of family details
General student enquiries
Sick bay/First aid
Matters relating to:
Newsletter & Social Media
The College Newsletter is emailed to parents fortnightly (usually on even week Mondays).
All content should be submitted to Heads of School for approval. The deadline for fortnightly submissions to the Head of School is 9am every second Wednesday (odd weeks).
Heads of School must submit all inclusions for the Newsletter to the Deputy Principal for editing by 10:30am on the previous Friday before distribution.
Social Media (eg Facebook, Instagram)
All posts to Social Media must be approved by either the Heads of School or the Principal/Deputy Principal. These are posted by the Marketing Officer (or Deputy Principal)
The Accounts team is small. We would really appreciate that all requests for information/assistance etc be restricted (as much as possible) to emails. Please limit phone calls and drop-in visits to more urgent matters. We set time aside each day to respond to requests and for appointments. This will really assist us to be more efficient with our time and we will do our very best to attend to your requests/matters as soon as we can.
Staff responsible for a budget are required to adhere to the following:
|Objectives||To design and implement a budget control process that balances flexibility in ordering for staff responsible for budgets (Authoriser) and overall cost management and control by the Business Manager, Finance Manager and Accounts Officer|
An Authoriser will have access to an order book with signing rights.
Other than an Authoriser, no other person may authorise without the express authority of the Business Manager or Finance Manager.
An Authoriser may sign and order line items as required, subject to expenditure being within budget. An Authoriser must not be involved in the procurement process other than in the capacity of Authoriser.
Repairs and maintenance to capital equipment must be authorised by the Business Manager or the Finance Manager
In addition to signing rights there are a number of further procedures that apply depending on the budget category:
1. A purchase order signed by the Authoriser must be completed before an order is made with a supplier or lodged with Accounts;
2. All purchase orders must indicate the amount of the order, with either (a) ex-GST or (b) inc-GST clearly stated;
3. All blue copies (and white copies where directed – refer below) of purchase orders must be lodged with Accounts Department;
4. All purchase orders lodged with Accounts must be coded “account # / description;
5. An invoice may not be paid without a purchase order from the Authoriser’s allocated order book.
6. The attached authorisation delegation schedule stipulates applicable authorisation value limits – please refer to the schedule.
7. Authorisers are not to exercise their authority where a conflict of interest arises (perceived or actual). In such instances the authority must be escalated up to the next Authoriser.
|Capital||Authorisation must be obtained from the Business Manager before any order is made.|
Submit form to Head of School for approval;
A copy of the approved Excursion Form (see ems360) and Order form is to be made available to the Accounts Officer.
Once approved, all purchases relating to the excursion or activity must be ordered from the purchase order book.
Wherever possible please enquire whether the excursion provider can issue an invoice for future payment by the Finance Office.
If buses are required they must be booked via Parent Services (see link on ems360), and the Parent Services Receptionist is to request an Order Form from the Business Manager.
Fundraising Limits & Procedure
Select this link for information regarding Fundraising Limits & Procedure.
Other than sanctioned petty cash allocations, all College cash is to be stored in the safe in Administration. Please take money to the Accounts Officer at the end of every day. Please Note: Cash is not to be stored in staff offices or personally held.
All monies brought to accounts must be accurately counted and recorded on the standard forms. Please contact the Accounts Officer for any assistance.
Persons collecting money are not to use this money for payment of expenses. A petty cash reimbursement must be requested from the Accounts Officer.
The College discourages the use of personal cash for College business. Load & Go cards are provided for staff convenience.
All petty cash claims should only be lodged with the Accounts Officer.
Petty cash reimbursement is restricted to a claim of $500 or less and will be reimbursed within 3 days. A signed purchase order from the appropriate Head of School and a tax invoice / receipt must be lodged for a valid petty cash claim. If the amount exceeds $50.00, the Accounts Officer will credit your bank account within 3 days.
Purchase Order Books
Purchase order books have been provided to staff responsible for budget areas. Under no circumstances should staff order products or services from suppliers without a signed purchase order by an ‘Authoriser’, Business Manager or Finance Manager
Order books can be arranged for collection through the Accounts Officer.
All Departments are allocated a stationery allowance and requests for stationery should be made to the appropriate Head of School.
College Administration & Support
Hire of College Facilities
College facilities are hired out after hours to external parties or members of the College Community on the basis that College needs will always take precedence over such bookings. The College always endeavours to provide at least seven (7) days notice.
Staff are requested to make after-hours bookings of College facilities as far in advance as possible in order to facilitate goodwill with our facilities customers.
All after hours booking of College Facilities (including College ovals) should be made through the Business Manager (who will confirm the request via the Leadership Team).
OsTicket Help Desk IT, Grounds & Maintenance
IT Computer Related
All computer related problems must be lodged through the OsTicket which can be located on the Intranet homepage and in Providence Links on SEQTA Teach. Email requests for assistance should be sent to helpdesk@Providence.net. If your normal computer does not work, or you cannot log in to access the system, please ask a colleague to log a support job on your behalf. In urgent circumstances you may contact the IT staff on extension 321.
The IT Systems Administrator (Extension 350) is responsible for all technical matters concerning the operation of MAZE on the College network. Any matters requiring technical support with Maze will be facilitated by the IT Systems Administrator.
From time to time Staff members will request changes to the MAZE system. A formal request via OsTicket needs to be completed explaining / justifying the requested change. From this point an analysis needs to be completed to determine the next course of action. This process can take up to two weeks or more depending on the magnitude of the changes. Please be sure to allow for this in your planning.
Please contact the IT Department for password changes to the Maze system.
Grounds & Maintenance Related
All grounds and maintenance requests must be logged through OsTicket Email requests should be sent to grounds@Providence.net. A link can is located on the Staff Intranet and Providence Links on SEQTA Teach.
Incidents, Accidents & Hazards
- ems360 is to be used for reporting Staff accidents and Incidents and a risk assessment must be included with the report in A&H (ie Accidents & Hazards)
- Ems 360 is to be used for reporting any hazards observed
In most cases these will also need to be OsTicketed ie grounds@Providence.net
- Any unusual incidents that occur on the College property should, in the first instance, be reported to Administration and followed up with a written Incident Report detailing all salient facts in ems360.
- Student accident reports are completed on the Student Accident Form which is saved as a PDF on SEQTA (in Quicklinks on the left spine of SEQTA Teach)
Providence Christian College accepts limited responsibility for the theft or damage of staff’s personal items which include laptops, cameras and phones. Please note that personal equipment may not be covered by AON, the College’s Insurance Company. If you bring your personal equipment to school, please ensure your home and contents insurance covers these items.
IT Systems, Roles, Responsibilities & Procedures
For information relating to the use of passwords, system settings, software and hardware please refer to the Staff Internet Usage Policy.
The roles of the IT Department Staff are as follows:
IT Systems Administrator
- Management of IT Support Staff;
● Management of the College Network;
● Strategic planning and review;
● Hardware and software management;
● Review current trends in IT;
● Change control – network server patches / upgrades;
● IT Vendor Liaison
● IT Project Management
IT Support Staff
Richard Triplett, Joan (ie Jo-an) Magno
● Primary Help Desk Support Agents
The Business Manager has insurance claim forms for Parents to complete.
Each Staff member is allocated a key for access to common areas and applicable teaching areas. Keys remain the property of the College and should not be loaned to any unauthorised person. Lost keys must be reported to the Business Manager. The College reserves the right to charge replacement cost for lost / broken keys. The Parent Services Desk issues keys and maintains a Key Register to ensure the security and control of all keys.
Meetings & Functions
Primary & Secondary
Staff meetings are held on Tuesdays at 3:30pm (Primary) and 3:40pm (Secondary). Generally, these meetings are held every second week for Primary and Secondary schools, however, this may vary from time to time and staff should check with their Head of School and the Staff College Calendar.
Agendas and minutes of meetings are made available to all staff of the Secondary/Primary School, the Principal and the Deputy Principal. The meetings are chaired by the Head of School.
Administration Meetings are held as required.
General Staff/Professional Learning Meetings are held at 3:40pm on the 4th Tuesday of each month (except during school holidays). These meetings are used to address bigger picture issues such as strategy, staff development and vision setting.
It is a requirement that all relevant staff attend staff meetings.
Staff who do not work on Tuesdays are expected to keep themselves up to date with the outcomes of these meetings by obtaining the relevant minutes and/or discussing meeting outcomes with the relevant member of the Leadership Team.
Learning Area Coordinator meetings – held once a term unless otherwise advised. These are chaired by the Head of Secondary. Agendas and Minutes of the meeting are distributed to the LAC’s and TIC’s and the Principal, Deputy Principal and Head of Secondary.
Teacher-In-Charge meetings – held once a term unless otherwise advised by the Head of Secondary. Agendas and minutes of the meeting are distributed by the Head of Secondary.
Learning Area Meetings (LAM) are held every month. (Usually on a Tuesday) Discussion at these meetings is focussed on the subject/courses pertaining to the Learning area. The times of these meetings are set by the Learning Area Coordinators (LAC) or the Teacher-in-Charge (TIC). Minutes are taken and distributed to staff of the Learning area, Principal, Deputy Principal and Head of School.
Year Coordinator Meetings (Middle School) are held with the Year Coordinator and the respective Form teachers. These are held twice per term and should have a formal agenda with minutes.
Middle School Year Coordinators meet once per term with the Head of Secondary and the Deputy Principal.
Whole College Leadership Meetings are held once per semester or as necessary and include all Leadership positions in the College.
Whole School Curriculum Committee – meetings are held each Semester and include Learning Area Coordinators (Secondary) Curriculum Coordinators(Primary), Heads of School. Agendas and minutes of the meeting are distributed to all of the above plus the Principal and Deputy Principal.
Primary & Secondary Pastoral Care Meetings are held weekly to discuss the needs of students in the relevant schools. Minutes are kept.
Staff Attendance at Functions
All staff are expected to attend the following functions as part of their normal working conditions: Praise and Worship mornings, Staff Retreat, Open Day, Commencement Service, College PL’s relating to their areas, Pre-term Preparation Days and State CSA Conference (some travel and overnight stay may be required).
Teaching staff are also expected to attend: Parent/Teacher interviews, Information evenings, Awards Evenings and any events directly related to their classes.
Part time staff who attend the following events on days that are not their standard working day will be paid for the time that they attend the event: Staff Retreat, State CSA Conference (standard working day only – not travel or social time) and PD’s.
Staff not directly involved are encouraged to attend other College events such as Art Exhibitions, Drama Performances, Valedictory Dinner, PiA events, the Middle School Dance, River Cruise and the College Senior Ball to support their students and colleagues.
Occupational Safety & Health
The function of the Occupational Safety and Health committee is to help initiate, develop and implement safety and health measures within the College.
Providence Christian College Occupational Safety and Health Committee is made up of:
Head of Secondary
Head of Primary
Elected staff representative
All staff have a level of responsibility towards occupational safety and health. They are responsible for their own safety and health and that of others around them, including students. They must follow the Occupational Safety and Health procedures developed by the school to prevent accidents and report all accidents or potential incidents.
Off Campus – Simple IN/OUT
When staff members leave the campus either on personal or school business, they must sign out. All staff members are required to have a Simple/In Out account. This account can be organized with the IT support staff. Simple In/Out can be updated on a College Laptop/Computer or a Smartphone. It is the responsibility of each Staff member to ensure that their IN/OUT status is correct at any given time.
Staff must not leave valuables or sums of money unattended in teacher preparation areas or classrooms, etc. Personal items/valuables are brought to the College at the Staff Member’s own risk as they may not be covered by insurance.
Paper Only When Necessary Policy
Providence Christian College, in meeting its God-mandated responsibility to be an effective steward of the environment, will avoid paper wastage wherever possible by utilising technology wherever appropriate. See Paper only when necessary Procedure.
Photocopiers are located as follows:
Administration – this copier is used by Administration staff only
2 x Staff room
1 x Billabong
1 x Hospitality
1 x Library
1 x Student Services.
Copy Costs are debited from Cost Centres. Staff laptops and computers use software to inform staff of the cost of their photocopying.
Copyright is the protection of a variety of forms of intellectual property. Copyright includes the right to copy, publish, publicly perform and communicate material.
Copyright law in Australia is covered by the Copyright Act 1968. There have also been several amendments to the Act since 1968.
Each year the College enters into an agreement through Christian Schools Australia under which we contribute to a copyright scheme. The Copyright licences presently held by the College include: CAL (Copying) Screenrights, AMCOS, AMCOS/ARIA, and APRA. The Smartcopying website, which is the Official Guide to Copyright Issues for Australian Schools and TAFEs contains many useful fact sheets. To safeguard both yourself and the College, always ensure that you are not in contravention of Copyright legislation.
The College Teacher LIbrarian can be contacted for issues relating to copyright.
Laminated instructions are located near each photocopier around the school. Please refer any further queries to Parent Services.
Loading of copy paper can be performed by Staff members.
Toner/Staple replenishment or other maintenance issues – please contact Parent Services via phone or email for any requests.
Prayer and Worship
Prayer and praise play an important role in the life of the College. To this end we meet corporately twice a week on Monday and Friday mornings from 8:15 onwards to bring before God our prayer needs, spend time in worship and in His Word. All staff are required to attend these sessions from 8:15am to 8:30 am. Together we will begin the day in fellowship with our Lord and our colleagues. All staff members are encouraged to share a devotional, message or inspiration. Please speak to the Chaplain or Deputy Principal to arrange a date to bless the staff with your input.
Smaller staff groups meet to pray on a daily basis at times convenient to them. As we pray together we are able to release God’s holy power into every situation.
There is also a Bible Study group that meets in the Theatrette each Wednesday morning at 8:00 am.
Staff are expected to attend College Professional Learning days during the year and make a general commitment to maintaining professional skills. The TEACHER REGISTRATION BOARD (TRB) OF WESTERN AUSTRALIA encourages teachers to undertake a professional development programme in order to renew their registration.
Please note that there is a general expectation that staff accept at least half of the responsibility for their own professional development and that while the College does offer opportunities for professional development, staff too should be seeking out PD opportunities for themselves.
Please complete and submit a PD Request on ems360 Prior to booking any PD.
It is important to keep a record of all professional development. As well as College organised PD, PD that you personally arrange can also be recorded using ems360. Many accreditations can also be updated on ems360
All programmes of work, lesson plans and teaching materials developed by staff while in the employment of the College remain the intellectual property of the College. Copies of all material should be left in the safekeeping of the College upon termination of employment.
Staff who wish to borrow property belonging to the College are required to get approval from their Head of School or the Business Manager. Property that is taken off campus needs to be recorded appropriately (preferably through the Library resource booking system) and returned promptly and in good condition. Any damage to, or loss of, borrowed property will be repaired/replaced at the staff member’s expense.
For area specific equipment, permission must also be sought through the LAC, TIC or staff teaching in that Learning area. This equipment must also be signed in and out with the head of that learning area.
All bookings should be completed at least two weeks in advance. In some instances a much longer time may be required. Staff organising events should check that all that is required is organised well in advance.
Buses, Multi Purpose Hall, Events: AV & Media Support
These must be booked using the Forms on ems360 after relevant consultation with Heads of School and/or the Business Manager as necessary.
In ems360 select the Links tab, select the relevant booking from the dropdown list and following the instructions in the form. It is important that a comprehensive list of requirements is included so that all that is needed can be prepared well in advance.
A reply email will be sent indicating whether or not the request has been approved. Staff should check that what is included in the email is exactly what is required. This is particularly important with bus bookings.
Staffroom, Boardroom, Theatrette, etc.
These can be booked using the Google Calendar for each room (eg theatrette@Providence.net) after consultation with Heads of School and/or the Business Manager as necessary. A reply email will be sent indicating whether or not the request has been approved.
Booking of other rooms or facilities should be organised with Heads of School/Business Manager as required.
Parent Services – Calls & Attending
Reception (Parent Services) is not to be left unattended. If, due to extraordinary circumstances, Reception must be left unattended for a short period of time a member of the Administration Staff must be informed so that service to the public is uninterrupted.
All telephone calls are to be answered, preferably within three rings. If you hear a phone ringing for longer than that, please make moves to answer the call and take a message for the intended recipient.
Under no circumstances are students / visitors to be directed or allowed past the Reception area unless for a specific purpose and are accompanied by a staff member. This is to ensure that adequate security is maintained.
Security of Access Codes and Passwords
Access codes are linked to cost centres within the College financial systems and as such are to be treated with the highest level of confidentiality and should never be shared with another party. Passwords protect you as an individual and the College as a whole and therefore should also be treated with the same level of confidentiality.
Security – Classrooms & Perimeter Gates
Classroom and office doors should be locked at all times when not in use. In general, all perimeter gates should be locked unless otherwise instructed by the Business Manager.
Car Park Gates must be locked after hours. It is the responsibility of those who leave to ensure that these gates are locked. Those working after hours should do so with the gates locked.
Classrooms are to be locked during recess and lunch breaks and at all other times when unoccupied. Students are never to be left unattended in the classrooms during these times.
Duty teachers should check that gates and doors are locked and that no students are left unattended in a room.
End of Day/End of Class Procedure
At the end of each day the Form/Class teacher is responsible to ensure that the following is carried out: (note: if you are the last teacher in the classroom for the day, this responsibility devolves to you.)
- Lights, air conditioners, fans, heaters, computers, data projectors, TVs are turned off.
Windows are closed and securely locked.
- Desks and chairs to be left in a neat and orderly fashion. Chairs are either stacked to one side of the classroom or placed on top of the desks to allow the cleaners easy access for vacuuming. On Wednesdays, all chairs are to be stacked to one side as the desks are cleaned by the cleaning staff.
- Classroom door to be locked as the teacher leaves.Note: If you are the last person to leave the area at the end of day, please remember to activate the alarm system.
Allow some time before the end of each lesson for students to tidy up and leave the classroom in an organised manner. Students should take all things off their desks, pick everything up from the floor and leave chairs pushed in at the desk. Teachers should leave white boards cleaned.
Multi -Purpose Hall
This is to be treated as a classroom, whereby the same procedure as above is carried out. Please ensure that all equipment (including chairs) that is removed from the storerooms is returned to the storerooms at the end of the lesson/day.
By expecting a high standard and encouraging students to take pride in their classroom and the area outside, the general tidiness of the College will be maintained.
Procedure for Ensuring Administration Office is Secure
This is the responsibility of staff who work in the Administration Office.
Individual Staff members who access before 8:00am and after 5:00pm on school days and on non-school days are responsible for the security of the building and need to ensure that all doors opened are subsequently locked.
- Turn off lights;
- Close doors;
- Turn off the air conditioning
- Lock the two doors in Reception providing access to general offices;
- Arm the security system. On the Code Pad enter Your Code, then press ON.
- Switch off computers and/or electronic equipment;
- Turn off air conditioners;
- Switch off all lights;
- Ensure all internal doors are locked;
- Arm the security system. On the Code Pad enter Your Code, then press ON.
The College security system has security panels sectioned around the College, each staff member will be allocated a security code that enables them to access their rooms and the staff room.
Following are the policy and procedures in relation to accessing the College after hours and the operation of the security system.
“Security Code”: 4 digit code
“After Hours”: after 10pm weekdays
anytime on non-school days
“Disarm Procedure”: enter your SIX DIGIT CODE (some codes may have 4 digits)
Press OFF – to disarm
Press ON – To Arm
1. Check zone keypad when entering a building after hours in case security system is activated.
2. Disarm security system (as applicable).
3. After Hours Weekdays, and non school days. Whether security system is armed or not, if after hours on a weekday or on a weekend, please contact Securus on 9328 3666** and notify them of where you are and how long you will be there for.
4. Arm security system when you leave.
**It is important to contact security as it will avoid unnecessary security patrol call-outs. The College is charged for each call-out. Unnecessary call-outs may be charged back to Department budgets, as applicable.
Please ensure all lights, air conditioners; fans etc are turned off when you leave in after-hours situations.
You are responsible for arming the security system in an after-hours situation, however, if you are leaving and another staff member is present please ensure that you transfer the responsibility to that staff member.
To assist staff in identifying if other staff are on the premises it is recommended that staff park in the main car park when entering the College after hours. This will also assist with your safety.
All College gates are to be locked after hours. As a general rule the Business Manager is responsible for ensuring that the gates are locked in the evenings. However, after 5:00pm it is the responsibility of the last staff member to leave the College property to lock the gates upon their departure.
Staff using the ‘bottom gate’ (between C-Block and MMM) are responsible to ensure that it is locked.
Staff on the College premises over weekends and holidays must lock the gates after entering to ensure that opportunistic hoons cannot gain access to the property.
Perimeter gates with a padlock must remain locked at all times unless a supervising staff member is present.
The College internal phones can dial out directly. To avoid calling staff away from class with incoming calls, Reception will take a message and inform you via email.
Students do not have access to make phone calls. In special circumstances a staff member may grant a student permission to use the phone. Students are not permitted to make calls to parents using their mobile phones but should use the phone at Student Services.
Staff phone numbers should not be distributed without the express permission of that person.
Admin Staff with Voicemail
Calls coming through Reception will be forwarded straight to the applicable extension (except Leadership). No introductions necessary. Unanswered calls will be collected by voicemail.
Staff without Voicemail
Messages will be taken and emailed to the applicable Staff member.
Callers wishing to contact a member of teaching staff should be told that they are ‘currently teaching’ and to take a message. Only basic information such as name and phone number and reason for call needs to be collected before emailing.
Staff Use of Mobile Phones
Staff should not use mobile phones during teaching time, or any time when supervising students, except where the use is needed to facilitate expected duties.
Staff can either wash, dry and put away their own dishes, or place them in the dishwasher in order to maintain the kitchen area. A roster is drawn up so that we all take a hand in keeping our staff room clean and tidy. It is the responsibility of the rostered people to turn the dishwasher on at the end of the day, and to unpack it the following morning.
The microwave ovens, toaster and fridge are available for your convenience – please clean up after using any of these items.
Pigeon holes are provided for communication between staff.
Students are not allowed in the Staff Room unless supervised by a member of staff. Students who need to see a teacher must wait at the door. No College cutlery or crockery is to be removed from the Staff Room.
Student Related Information
Assemblies for the Primary and Secondary School will be held separately so as to address the specific needs of each group. A fortnightly assembly will be held on Tuesday mornings for the Primary School. A fortnightly assembly will be held on Thursdays, Module One, alternating between the Middle and Senior School. Occasionally there will be a combined Middle and Senior School Assembly. Whole College assemblies usually occur at the beginning of terms and on special occasions. All primary class and secondary form teachers are expected to be present at their respective school assemblies and College assemblies.
Students attend Form first and Form teachers escort students to the assembly to ensure students arrive on time and are seated in an orderly fashion.
With whole College assemblies the students assemble with the youngest to the front of the group and then in Form class order with the senior students towards the back.
Form Staff should sit with their students and manage their Form class during the assembly. Secondary School assemblies are held twice a month alternating Middle School and Secondary School. Module One on a Thursday is allocated for assemblies or an additional Form time.
The assembly should include the national anthem, our College Response, an opening prayer, perhaps a song, an appropriate Bible reading and a short item by the presenting class (primary). The assembly may also include a short devotional presentation by the Chaplain or Guest Speaker.
Primary staff rostered to run an assembly should liaise with the Chaplain in advance to determine what theme if any may be integrated into the assembly.
This initiative commenced in Semester 2 of 2011 on the premise of giving the Christian voice amongst our College Community a more prominent platform.
Chapel services are held fortnightly on a Thursday morning for Secondary students and Tuesday mornings for Primary students, in the even weeks of each term (wks 2, 4, 6, 8, 10).
Secondary Chapel students are to head directly to the Multi Purpose Hall (MPH) after going to Form on these days ready for the service to commence at 9:00am. Form teachers should mark the Role for Form and Module One. Students are free to sit wherever they like during Chapel and staff are encouraged to sit amongst the students during this time. The service concludes by 9:30am (unless extended for a special reason). Students then go straight back to their Form class (unless rostered on for the pack-up of the MPH) and work through issues raised in the service. This is a crucial part of the overall aim behind Chapel services. Form teachers are encouraged to ask the hard questions and facilitate healthy discussion, allowing the students to draw direct links between what was addressed in chapel and how it impacts them on a personal level.
The services are open to all who are associated with the College Community, including local pastors, church leaders etc. The only requirement is that they check in at Parent Services and receive a ‘visitors badge’.
Attendance Register/The Roll
The Providence Christian College procedure uses the SEQTA system to record attendance. The Attendance Register is a legal document and must be completed according to the Attendance Policy & Procedures.
Bell Times & Module Changes
Use the following link for information about Bell Times & Module Changes: Bell Times & Module Changes
Caring For an Unwell or Injured Student
The College is required to ensure sufficient staff members are trained in first aid under the provisions of the Occupational Health & Safety Act 2004 and the Department’s First Aid and Infection Control advice. In order to meet this requirement, the College is prepared to reimburse staff for the cost of a first Aid certificate and its renewal, on the proviso it is done in the staff’s own time.
Should a student become unwell during class they may be sent to the sick room at Student Services. Before sending the student, ring Student Services to advise them that you are sending the student to them. If the student needs to be sent home, the Student Services Officer will ring the parents and arrange for the student to be collected from the Student Services
In the situation where a child is found to have either head lice or an infectious disease, e.g. chicken pox, etc. the policy of the College is that the child be immediately isolated from other students and parents notified to collect them.
While on Duty, all staff MUST carry with them one of the small first aid pouches kept in the staff room. The pouches contain very basic first aid equipment to attend to cuts, scrapes and bites that might occur in the playground during lunch or recess. First aid equipment is kept at Student Services and staff there are First Aid trained. They will administer first aid when required.
There are also emergency assistance cards in the pouch, which you may need in the event of an emergency where you are unable to leave the scene to get help. The assistance card should be given to a responsible student to take to the office to obtain assistance quickly.
College Records About Student Behaviour, Concerns and Incidents
Teachers are required to share information about students with fellow teachers as necessary. The information may be of a positive or negative nature and will help other staff in their dealings with the students. This should be done using SEQTA.
All pastoral care notes, interviews, written correspondence and phone call notes with students and/or parents must be recorded on SEQTA.
Correspondence To/From Parents
Providence Christian College strives to conduct itself in all spheres in a relational manner. This reflects the example set by Jesus in His dealings with those around Him and also reflects the unique relationship that exists within the Trinity; Father, Son and Holy Spirit each being totally unique and yet totally united at the same time.
With this in mind, please take note of the following:
● All communications leaving the College must be approved by a member of the Leadership Team, usually the relevant Head of School.
● Notes – Sometimes parents will write a note for their child and you may feel, that given the situation you believe that the student should still receive discipline or take part in your planned activity. It is unwise to override the note without contacting the parents first. Parents appreciate it when we contact them especially when they have taken the time to communicate with us in the way we have asked them to. In general if it is something involving an activity it is best not to make the student do the activity. Ring the parent later in the day and communicate your concerns and listen to theirs. If the note involves discipline, again call the parent and express your concerns and listen to theirs as they clarify things for you.
● Any excursions or incursions should be preceded by a timely letter to parents. Proformas are available via the Heads of School.
● The Homework Diary (used in Middle School) is an important communication tool – as such it should be used and checked regularly.
● It is important to keep documentary evidence of all interviews with parents, this includes telephone conversations. These should be stored on SEQTA under the relevant pastoral care category. If you are emailing the information to someone else as well then you should enter a copy onto SEQTA. Information received from parents as hard copy can be scanned and entered on to SEQTA as an attachment. Letters and emails received from parents that contribute to parent interviews should also be added to SEQTA. Restrictions can be placed on these entries when necessary in order to maintain confidentiality with the appropriate personnel.
● Every teacher is expected to contact at least one parent per week to affirm a positive attribute or effort of the child concerned. This kind of positive reinforcement is of immense value in relation to building positive relationships and also has a positive spin-off in classroom situations. This can be done by phone or using SEQTA eg. Affirmations, Merits, Commendations.
For the most up to date Emergency Procedures including Lockdowns and Evacuations staff should familiarise themselves with the Critical Incident Policy on the Staff Intranet.
Excursions: Behaviour Expectations
During excursions our students represent the College in public. By ensuring activities are well-planned and expectations of student behaviour are high, the excursion should be an enjoyable time for all.
Before the start of any excursion it is important to outline to all students, assisting adults and parents what student behaviour is expected during the excursion emphasising the need for safety standards.
All discipline and matters relating to general conduct should be left to the teaching staff and, if possible, the teacher in charge. All other assisting adults (parents, non-teaching staff and outside staff) should be asked to refer any issues to the teacher-in-charge of the excursion.
Expectations for Students travelling on Buses
It is important that our students are well behaved while travelling by bus to and from excursions. This is so that the journey is a safe one and the students are good ambassadors of the College.
Please ensure the following if you are taking students on a bus:
● At the start of, and each time throughout the excursion, a roll call should be taken before entering the bus
- Students should line up in an orderly manner (just as they would outside a classroom; two straight lines)
● Students should be reminded of the rules for behaviour on the bus before entering
- Students should keep noise to a minimum- no shouting, loud singing or yelling
- Students should remain in their seats at all times and must wear a seatbelt if one is fitted
- Students should be facing the front while travelling on the bus
● Students should not eat or drink on the bus
● Students should check for rubbish before departing from the bus and place such rubbish in a bin
● Students should keep all parts of the body inside the bus. No objects are to be put outside the bus
● Bags and possessions are to be put under the seat, in the luggage storage or at their feet NOT in the aisle
● Students should not communicate with the general public from within the bus in any manner whatsoever
● Teachers should actively ensure that these rules are adhered to and place themselves throughout the bus in order to do so (eg one near the front, at the middle and at the back of the bus)
All students attending an excursion should be marked on a roll at the beginning and the end of the excursion and when boarding any transport. A final list of all students attending must be left with Student Services.
- Please remember, when you are going on an excursion, to take the First Aid kit and a College mobile phone. (Available from Parent Services)
The Learning Hub
The College Library comprises the following sections:
❖ Picture Books
❖ Primary Fiction
❖ Middle School Fiction
❖ Senior School Fiction
❖ Non Fiction and High School Non Fiction
❖ Closed Reserve
❖ Staff Resources
❖ Videos and DVDs
❖ Class sets of student texts
Also for loan are digital cameras, a video camera, a digital projector with laptop and calculators. See the Librarian for details of the Booking Procedure.
The library will be opened as often as possible for student use during lunch time. Open/Closed times will be posted on the Library door. Before and after school access is also generally available.
Primary students have a weekly Library session timetabled into their programme with their Teacher or the Teacher Librarian. Secondary students may borrow books at lunchtime or during an appropriate lesson time with teacher permission.
Students may come to the Library to complete research work or use the computers but teachers should check first with the Teacher Librarian that it is convenient before sending students. Secondary Students must have their diary (or travel log) signed by their teacher before going to the Library.
To borrow from the staff resource section of the Library, choose the material and check the books out with the Librarian. Books from the reference section are not generally available for borrowing so please check with the Librarian if you need to use these books outside of the Library. Bulk book/resource borrowing for classroom use is available but please give the Librarian at least a few days notice if you wish to make such a loan.
Library Use and Chromebooks (Student use of)
The following are consistent with expectations that have been put in place in the past and discussed at staff meetings. They are presented here to help things work better for all.
● Students should not be sent to the library to ‘fill in time’ without first contacting staff in the library to ensure that adequate supervision is available.
● Teachers should not send a class to the library for any reason without being in attendance themselves.
● During class time: No student will be permitted to enter the library without a College Diary Travel Log signed by their teacher giving the purpose for the visit. This includes students picking up Chromebooks or other equipment.
● Equipment and Theatrette bookings should be made well in advance where possible and if an extra module is required, please ring library to ascertain availability.
Students in Years 3 to 12 are required to have a Chromebook. This is purchased by parents but managed by the College.
Student Use of Chromebooks
All students using a Chromebook are required to sign an appropriate use agreement each year.
The Chromebook must be registered with IT Administration and will be identified with a Registration Sticker.
At all times teachers determine as to whether a student’s Chromebook may be used in their class for each particular lesson, or part of a lesson. They will also determine how the Chromebook may be used to best help the student engage in the learning process.
Teachers are able to supervise and monitor Chromebooks using GoGuardian For Teachers (see the eLearning Coordinator for training).
Primary students are to keep their Chromebooks in the Classroom during the day and take them home overnight.
Secondary students are to keep their Chromebooks in their Locker when not in use and take them home overnight.
Students may use their Chromebooks before and after school but not during break times unless in the Learning Hub or supervised by a teacher.
Students borrowing Chromebooks must book them out; this is the same as if a student was taking out a book and the Chromebook will be scanned into the system.
At the beginning of the year all Secondary Students will be issued with a locker by their Form Teacher. Students must not swap lockers without the permission of their Form Teacher who will inform the Deputy Principal. Locker numbers will be stored in a spreadsheet in Quick Links on SEQTA. These are overseen by the Deputy Principal and allocations are entered by the Form Teachers.
Students must use a College combination padlock or one approved by the Deputy Principal. Students requiring a lock to be cut will be provided with a replacement College combination padlock through Parent Services and invoiced as necessary.
Students are encouraged to inform their Form teachers of their lock combination and should not leave this in a place likely to be seen by other students.
Students should be courteous to other students at the lockers and avoid congregating around the lockers so that other students, staff, parents and visitors can move freely by.
Lockers are to be kept clean and free of graffiti. Students are not to affix pictures or writing in their locker other than a copy of their timetable.
Food or drink is not to be stored in the locker overnight. Calculators, Chromebooks and other valuables are not to be stored in lockers overnight.
Students are to keep their padlocks locked at all times when not in use.
Students’ bags are to be stored in their lockers throughout the day and must not be taken from class to class.
Students caught tampering with another student’s locker will be disciplined.
Students will be required to have their locker emptied and cleaned as part of the clearance requirements at the end of the year or if leaving. The locker will be inspected by their Form teacher.
Mobile phones, MP3 Players & Other Digital Devices
For information about the student use of Mobile phones, MP3 Players and other digital devices, please refer to the College Electronic Devices Policy
Uniform for Students
Please note the Uniform Handbook is the definitive reference point for all uniform related matters.
Providence requires all students to wear the College uniform. There is a Summer uniform, Winter uniform and Sports uniform. Each student is expected to have all of the required items for these uniforms as listed in the uniform requirements. Information concerning the purchase of uniform items can be obtained from the College office.
We believe the uniform encourages students to take pride in their appearance, that it eliminates competition in what students wear, and that it is the most economical way to outfit students for their school life. We expect the students to wear the correct uniform whenever they are under the care of the College and to maintain a neat and tidy appearance at such times.
Any student, who has come to school on a particular day without the correct uniform, should have a note in their diary, completed by a parent, explaining the reason. Form Teachers will then issue the student with a Uniform Exemption for that day on SEQTA. Children who do not wear correct College uniform and have not submitted a note of explanation from their parents will be disciplined by the Form teacher and may be referred to the Year Coordinator/ Head of School for further discipline if required. Staff are required to have an understanding of what the correct uniform is and to address students who are out of uniform.
Note: 3 infringements of the same type in a short period of time may result in an instant suspension for the Student.